Using the Smartsheet App for iOS

As you use the Smartsheet app for iOS, you’ll find that you can take advantage of many features from the full version of Smartsheet on a computer browser. Here are some tips for navigating the mobile application, as well as a list of Smartsheet features available in the mobile application.

In this article:

Tips for Finding Commands and Navigating

Use Push Notifications to Stay on Top of Tasks

Receive push notifications on your device to make sure you're updated on sheet changes. You can view and take action on notifications in Notification Center. Check out Notification Center: Receive Alerts Directly Within Smartsheet for more information.

Quickly Find Items with Filters and Search

Tap the Filter icon in the upper-right corner of the screen to show only specific types of Smartsheet items (sheets, reports, Sights).

filter

Tap Search at the bottom of the screen to locate the sheet by typing its name.

search

Switch Views to Visualize Your Data

With a sheet open, tap the lower-left corner of your screen and select a view to see your data in different ways.

NOTE: Before you can see a sheet in Gantt View or Calendar View, the sheet must be set up to support those views using the computer browser application. More information on this is available in Working with Gantt Charts and Working with Calendars.

change view ios

Each view has its own advantages:

  • List View—Displays information from the Primary column, best for when you want to quickly navigate the sheet.
  • Grid View—Displays all rows and columns for a complete view of the sheet.
  • Gantt View—Organizes tasks as bars in a Gantt chart.
  • Calendar View—Arranges tasks as events on a calendar.

Long-Press for More Actions

You can long-press (press and hold) in the mobile application for additional actions:

  • From your Home screen, long-press an item to expand actions for that item.

    long-press-home
     
  • On a sheet, long-press a specific row to get access to row actions.

    mobile long-press

Tap-and-Drag to Move Rows

While in Grid View, you can tap-and-drag from the row number on the left of a sheet to move the row.

move row

Tap Row Info to Leave Comments and Attach Files or Photos

While in Grid View, tap the Row Info icon row info icon  (this icon may look different if comments and attachments are connected to the row: row info with attachments  ) on the leftmost side of the sheet to leave comments on, or attach files or photos to a row.

info-menu-ios


Open Forms from the App

Keep the Smartsheet forms you use together and access them more quickly by opening them from the Smartsheet app for iOS.



IMPORTANT: You must first install the Smartsheet app for iOS on your device before you can open forms in the app.

When You're Shared to the Sheet

NOTE: If no forms have been created on the sheet, you won’t see the Forms option. You must first create a form with the computer browser version of Smartsheet. See Create a Form to Collect Information in Your Sheet for instructions on how to build forms. 

  1. Open the sheet and tap the Comments and Attachments icon in the upper-right corner of the screen.
    ios-green-circle-icon
  2. Select Forms and tap the form that you want to view.

Your form will be displayed in the application.

When You're Given a Link to a Form

When you tap a Smartsheet form link that you’ve received on your mobile device—for example, in an email message—you’ll have the option to open the form in the Smartsheet iOS app.

form-open-in-smartsheet-ios

If you open a Smartsheet form from the mobile app, you can access it later in the app’s Home tab and Recents tab. 

Here are some best practices when using Smartsheet forms on your iOS device:

  • Minimize the number of times you log out of the application. Logging out of the mobile application will clear the list of forms from the app’s Home screen.

  • Avoid pinning Smartsheet form links to your device’s home screen—doing this prevents the forms from being opened in the mobile application.

Restructure Your Sheet with a Permanent Sort

You can sort your sheet based on column data directly from the mobile app.

IMPORTANT: Sorting your sheet will permanently change its structure. There isn’t a way to undo a sort once it’s been applied.

Quick Sort from a Single Column

NOTE: Sorting is only available to the sheet Owner and people with Admin-level sharing permissions. 

  1. Tap on a column name and choose a sorting option (ascending or descending). 
  2. You’ll see a message explaining that sorting is a permanent action (which cannot be undone). Tap Sort to apply the sort.

Sort based on Multiple Columns

NOTE: Sorting is only available to the sheet Owner and people with Admin-level sharing permissions.

  1. Select the menu icon from the upper-right corner of the screen and choose Sort
    ios-menu-icon
    By default, the first column in the sheet is added as a column to sort.
  2. Select the Add button to include more columns to sort. A list of sort options (Ascending and Descending) and column names in the sheet appears. 
     
  3. Tap a column name and choose ascending or descending to add a sort criterion.

    TIP: Long-press and drag a sort criteria up or down for it to be sorted before or after the criteria above it.

Share Your Smartsheet Items to Boost Collaboration

With a sheet, report, or Sight open: 

  1. Select the Menu button ☰ button in the upper-right corner of the screen and tap Sharing.
  2. Select the + button in the upper-right corner of the screen. 
  3. In the Share with field, type the email addresses of the people that you want to grant access and choose the level of sharing permissions that you want to grant them. More information on different sharing permissions in Smartsheet can be found in the Sharing Permission Levels help article.

NOTE:  At the time of sharing, if a sheet, report, or Sight exists in a workspace, you’ll be prompted to choose between sharing the sheet or sharing all Smartsheet items in the workspace.


Supported Features in the iOS App

Once you are logged in to the Smartsheet app on your iOS device, you can use the following features.

NOTE: Certain features require a specific sharing permission level on the Smartsheet item.  Check out the Sharing Permission Levels article for more information.

Create, Organize, and Delete Smartsheet Items

  • Create new sheets from scratch or from public templates in the Template Gallery
  • Rename Smartsheet items
  • Delete Smartsheet items
  • Duplicate sheets
  • Flag a Smartsheet item as a favorite

Find and Interact with Smartsheet Items

  • Open sheets in different views
  • Open reports
  • Open and view Smartsheet Sights™
  • Open and fill out forms
  • Access existing attachments
  • View sheet-level and row-level comments
  • Apply sheet filters created from the computer browser app (details on this can be found in our Sheet Filters article)
  • Tap web links, phone numbers, email addresses, and postal addresses in a Smartsheet item

Add New or Edit Rows and Columns

  • Edit information in a row
  • Move rows within a sheet
  • Add new columns and manage column properties
  • Insert or attach images via the camera or image library
  • Add comments to a sheet
  • Add rows anywhere on the sheet
  • Indent or outdent rows

Share Existing Smartsheet Items

  • Share Smartsheet items

    NOTE: In the mobile app, you can only share every item in a workspace. If you need to share individual items in a workspace, open Smartsheet in a desktop browser and share the items. More information on sharing individual workspace items from the desktop version of Smartsheet can be found in the Workspace Sharing article.
     
  • Send rows and sheets in email messages
  • Send update requests
  • Receive Mobile Push Notifications through Notification Center (see Notification Center: Receive Alerts Directly within Smartsheet)
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